Client Scheduling & Intake Specialist

Description

Job Title:

Client Scheduling & Intake Specialist
Position type:
Full-Time

Working Hours:

9:00 AM – 6:00 PM Pacific Daylight Time (PDT), including weekends. The candidate may choose two weekdays as their days off.
Salary rate: $6-$8

Key Responsibilities:

Respond to incoming calls from prospective clients seeking mental health services.
Provide compassionate, professional, and empathetic support during initial client interactions.
Match clients with appropriate therapists based on availability, specialties, and client needs.
Schedule initial therapy appointments and coordinate therapist calendars efficiently.
Manage appointment availability, rescheduling requests, and intake scheduling workflows.
Ensure smooth coordination between clients and providers.
Answer basic questions regarding insurance coverage and therapy services.
Verify insurance eligibility and benefits as needed.
Collaborate with the billing department to resolve insurance or payment-related inquiries.
Enter and maintain client records within practice management software.
Ensure all information is accurate, organized, and handled confidentially in compliance with privacy standards.
Provide administrative assistance to support day-to-day clinic operations.
Assist with workflow organization, documentation, and communication tasks as needed.
Conduct appointment-setting activities by engaging prospective clients, qualifying their needs, and scheduling consultations with appropriate providers.
Utilize consultative sales techniques to build rapport, address concerns, and encourage prospective clients to proceed with mental health services.
Follow up with leads, missed inquiries, and referral sources to maximize appointment conversions and maintain a positive client experience.
Support client retention efforts through proactive communication, appointment reminders, and follow-up outreach.

Requirements

At least 1 year of previous experience handling client intake, appointment scheduling, lead generation, insurance verification, and client communication in a behavioral health setting is highly preferred
Spanish Bilingual candidates are highly preferred.
Experience using Simple Practice EHR, Grasshopper VoIP, Go High Level (GHL) CRM, and Therapy Flow or any similar tools is highly preferred
Ability to manage confidential and sensitive information professionally
Excellent verbal and written communication skills
Ability to learn and adapt to new software and systems independently
High attention to detail and follow-through

Basic Requirements    Must speak and write English clearly and professionally.
Must have relevant work experience.
Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
Must be available to attend video meetings with camera on when required.

Technical Requirements   Computer:
Reliable laptop or desktop computer.
Internet:
Stable high-speed internet connection (minimum 25 Mbps).
Audio:
Noise-canceling headset.
Video:
Working webcam for virtual meetings.
Workspace:
Quiet and professional work environment.

Benefits
Dedicated HR & Contractor Support Team:  Access to world-class support for questions, guidance, contract matters, and client communication.
Premium VPN Access (Optional):  A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
HIPAA & Cybersecurity Training + Certification (Provided):  Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
Top 1% VA Performance Training:  Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase…